外贸函电与单证Unit 1

1、 Business Text Production 2009年5月International Business Letters 外贸函电 外贸函电Teaching PlanTeaching PlanTeaching PlanTeaching PlanWeek 1 Layout 1Week 2 Language style Week 3 StructureWeek 4 Establishing Business RelationsWeek 5 Enquiry and Reply to Enquiry Week 6 Offer, Counter-offer and AcceptanceWeek 7

2、 OrdersWeek 8 Invoices 外贸函电 外贸函电Teaching PlanTeaching PlanTeaching PlanTeaching PlanWeek 9 DraftWeek 10 Letter of Credit Week 11 Amendment and CollectionWeek 12 PackingWeek 13 Shipment Week 14 InsuranceWeek 15 Complaints, Claims and Adjustment Week 16 Summary Unit 1 Layout of a Business Letter Objec

3、tives LayoutLayoutLayoutLearning ObjectivesFrom this unit you will get to know: Definition of a business letter; Parts of a business letter; How to compose each part of a business letter. Unit 1 Layout of a Business Letter Definition LayoutLayoutLayout What is a business letter? A business letter is

4、 a formal written communication from one or more persons to another person or persons about a specific business matter, expressed simply and economically. Unit 1 Layout of a Business Letter Parts LayoutLayoutLayout Parts of a business letter(Sample letter on P2 for reference) 1. Company address 2. R

5、eference 3. Date 4. Inside address 5. Salutation 6. Body 7. Complimentary close 8. Signature section 9. Enclosures10. Copy Unit 1 Layout of a Business Letter Company addressLayoutLayoutLayoutComposing each part of a business letter 1. Company addressA company may adopt a house-style letter-headed pa

6、per with its corporate identity and prestige.It usually concludes: company name office location telephone number e-mail address fax number website Unit 1 Layout of a Business Letter Company addressLayoutLayoutLayout Points to rememberWhen writing a homework letter, you may construct your own style o

7、f a company address with different colors and block letters , etc.; design your own logo; invent some details if necessary. Unit 1 Layout of a Business Letter Reference (文号）LayoutLayoutLayout 2. ReferenceA reference is the file number of a letter which helps to refer to it when necessary.It usually

8、consists of two elements: upper layer, which is the initial letters of the name the person who is responsible for the matter in question in the letter, or who will sign the letter. lower layer, which is the initial letters of the name the person who actually write the letter.The two elements are usu

9、ally divided by a slash (/). Unit 1 Layout of a Business Letter ReferenceLayoutLayoutLayout Examples:Supposing that your name is Li Ming. The person who asks you to write the letter is John Smith. The reference should be: JS/LM Unit 1 Layout of a Business Letter ReferenceLayoutLayoutLayout Points to

10、 rememberWhen writing a homework letter, you shouldkeep the following in mind: The word “Reference” is usually abbreviated as “Ref” if written in the letter. The word “Reference” is usually omitted.Examples:You may write “Ref JS/LM”, or simply “JS/LM”. Unit 1 Layout of a Business Letter DateLayoutLa

11、youtLayout 3. DateA date usually follow the order of day/month/year with full spelling of the months.The most popular method of displaying a date is : day month year 12 July 2002 ( Ensure consistency when any dates are mentioned within the text itself. 12 June/2 March 2000 ) Unit 1 Layout of a Busin

12、ess Letter Inside addressLayoutLayoutLayout 4. Inside addressThe inside address refers to the recipientsaddress. The inside address always starts with: a name, if you know the name of the person the letter is going to. a job title, if you do not know the name of the person. Unit 1 Layout of a Busine

13、ss Letter Inside addressLayoutLayoutLayout 4. Elements of an inside addressReceivers name Mr John SmithA job title Sales ManagerCompany name LCCIEBNumber and street 112 Station RoadTown SidcupCounty KentPostcode DA15 7BJCountry England (The Uk post code has two sections separated by a space.) Unit 1

14、 Layout of a Business Letter Inside addressLayoutLayoutLayout Points to rememberWhen writing a homework letter, you shouldkeep the following in mind: If you know the recipients name, address the name with a courtesy title such as Mr, Mrs, Ms or Miss. Unit 1 Layout of a Business Letter SalutationLayo

15、utLayoutLayout 5. Salutation1. When you do not know the addressees name, begin with Dear Sir, Dear Sirs, Dear Madam, Dear Sir or Madam 2.When you know the addressees name, begin with Dear Mr Smith, Dear John Unit 1 Layout of a Business Letter SalutationLayoutLayoutLayout 5. SalutationFor men MrFor w

16、omen Mrs, Miss or Ms (Ms is now the preferred choice of most professional women and will always be approved.)If the recipients name has been used in the inside address, use a personal salutation. Dear Mr Williams Dear Fiona Unit 1 Layout of a Business Letter SalutationLayoutLayoutLayout Points to re

17、memberWhen writing a salutation, you shouldkeep the following in mind: If you know the recipients name, address either the family name or the given name. The abbreviated names are not proper in this part. Unit 1 Layout of a Business Letter SalutationLayoutLayoutLayout Comments: Are the followings co

18、rrect? Dear SmithDear Mr JohnDear Mr John SmithDear John SmithDear MsDear Ms P JonesDear P JonesDear Miss P Jones None of them are correct. Unit 1 Layout of a Business Letter BodyLayoutLayoutLayout 6. Body: Four-point PlanThe message divides into 4 main sections: Introduction, Details, Response and

19、Close.Introduction where you give background information, e.g. Why you are writing the message.Details that give or ask for, all the necessary information, or provide explanation of what is happening. Unit 1 Layout of a Business Letter BodyLayoutLayoutLayout 6. Body: Four-point PlanResponse in which

20、 an action is offered or asked for.Close which is often very short and offers apology, sends greetings, etc. Unit 1 Layout of a Business Letter Complimentary closeLayoutLayoutLayout 7. Complimentary closeComplimentary close should match with the salutation. “Yours faithfully” and “Yours sincerely” a

21、re the only acceptable complimentary closes in business letters.Salutation: Dear Sir/Sirs/Sir or Madam Yours faithfully Salutation: Dear Patrick, Dear Mr Ashe Yours sincerely Unit 1 Layout of a Business Letter Signature sectionLayoutLayoutLayout8. Signature sectionLeave 4-5 lines between complimentary close and the printed name. A courtesy title is always shown